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Getting Started

• Working in Quick Notes • Parts of the Mail Screen • Setting Mail and Calendar

Preferences

Mail

• Message Icons • Receiving Mail • Sending Mail • Managing Mail • Flagging Messages for

Follow Up • Deleting and Restoring

Messages

Calendar

• Calendar Icons • Filtering Calendar Views • Responding to Meetings • Managing Meetings • Setting Preferred Sites,

Rooms and/or Resources • Creating an Event

Announcement

Contacts

• Managing Contacts

Shortcuts

• Navigating Notes Applications

• Mail and Documents

Welcome to Lotus Notes 8. You Are Home. Whether you are new to Lotus Notes or an experienced user, this Quick Reference Guide can help you easily navigate Lotus Notes and its many features. The Home Page is the first page you see when opening Lotus Notes 8. Pictured is the customizable Home Page set to the “Basics” layout. What’s new in 8? Veterans of Lotus Notes will notice the Home Page has a dynamic new look, replacing the more static Welcome Page in previous Notes versions. While Notes 8 retains many of the same functions as 6.5, it also brings a host of new and enhanced features:

Show spelling errors as you type—a.k.a. “Instant spell check” Sort Mail by Subject Designate a default list of preferred meeting sites and resources Filter Calendar views by Category Display unprocessed meeting invitations and notices in the Calendar MiniView Create an Event Announcement Multilevel undo

Soft-deleted messages transfer directly to Trash Updated and new Mail letterhead Switch between displaying unread and all e-mail messages Color-code e-mails by Sender for easy recognition in the Inbox Revised Meeting responses and icons Display additional Mail options (e.g., Sender Information and Bcc) Show or hide conversation/mail threads in an e-mail message

For your convenience, these items are presented along with Notes’ more commonly used tasks and tagged NEW or UPDATE followed by a description of the new/updated function.

Lotus® Notes® 8 Basic

Lotus Notes 8 Basic: WHAT’S NEW in 8 Quick Reference Guide –

Getting Started Working in Quick Notes

As outlined in Bullet 5, click the blue side-arrow and Quick Notes appears as a Sidebar pane containing abbreviated versions of your Lotus Notes Applications (formerly known as Lotus Notes databases).

This shortcut enables you to perform everyday tasks, such as sending e-mail or a memo, and adding a reminder to your Calendar or a colleague to your Contacts, without having to open any Applications aside from the “Basics” Home Page.

Parts of the Mail Screen 1. Menu bar – lists the command menus within Lotus Notes 2. Window tab bar – helps users manage and switch between open

applications 3. Lotus Notes Application icons/bookmarks – shown in “docked”

position and always visible on the Sidebar 4. MiniView – displays additional information in the Mail and

Calendar applications 5. Navigator – displays the views and folders for the currently open

Application

6. Notes toolbar – contains buttons for common commands in the currently open Application

7. Action bar – contains buttons for common tasks in the currently open view (i.e., Mail, Trash, etc.)

8. View pane – displays contents in the current view 9. Preview pane – previews the selected item or

document 10. Status bar – displays information about an active menu

Setting Mail and Calendar Preferences

Settings for Preferences, Out of Office, Save as Stationery, Insert Signature, and Expand Public Groups are now

centralized under on the Mail Action bar. 1. On the Home Page or Sidebar, click

.

2. Click and choose Preferences to reveal the Preferences dialogue box.

3. Set your preferences; then click OK.

NOTE: Within the Preferences dialogue box, click the various tabs to set additional options, such as:

Spell check Soft-delete conditions

Letterhead and signature styles

Mail security Meeting and conference room preferences Additional Calendar views

1. Customizes the Home Page 2. Creates new Application entries 3. Accesses Lotus Notes Applications 4. Opens the Personal Journal 5. Blue side-arrow opens Quick Notes

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Mail Mail Icons

Read message

Unread message

Forwarded message

Replied message

Forwarded and replied message

Attachment

Sent message

Message sent to you only

Message sent to a few people

Message sent to many people

Draft message

High importance

New meeting or task

Rescheduled meeting

Sent invitation Accepted

Sent invitation Declined

Sent invitation Canceled

Urgent priority follow up

Normal priority follow up

Low priority follow up

Receiving Mail

View the conversation thread for an e-mail message 1. Select the desired message. 2. In the Navigator, click Views

and select Mail Threads to display the subject lines of all the messages related to the one you have selected.

“Twisties” within a stringed e-mail allow you to show or hide messages in a Mail thread.

Switch from all messages to unread messages (i.e.,

filtering messages): Click or .

Sort the list of multiple addressees in an e-mail

Use this function to sort the list of recipient names in the To: and Cc: fields.

1. Open the e-mail and click on the Show Details link to

reveal the Sort List link. 2. Click the Sort List link.

3. In the Sorted Name List dialogue box, click the Sent To: and Copied To: tabs to view recipients in either list.

4. To exit the dialogue box, click OK.

Sending Mail

Create a message

1. On the Action bar, click (or press CTRL+M).

2. Input the e-mail address(es) in the To field; or click the corresponding To link to select the address(es).

3. Type your message and click Send.

When creating a new message:

The To link replaces the Address button.

To display Additional Mail Options, Sender Information, and Bcc, click

on the Action bar.

Reply to a message 1. Select or open the message. 2. On the Action bar, choose one of the following reply

types:

Forward a message 1. Select or open the message. 2. On the Action bar, choose one of the following

forwarding types: Type of Reply Description

Reply with History Only

Sends a reply that includes the original message and all previous related messages (excluding attachments)

Reply with History & Attachments

Sends a reply that includes the original message and all previous related messages, including attachments

Reply Sends a reply that does not include the original message

Reply with Internet-Style History

Sends a reply that includes the text of the original message marked with the left-margin character (> is the default)

Type of Forward Description Forward with Attachments

Forwards the original message and all previous related messages, including attachments

Forward Forwards the original message and all previous related messages (excluding attachments)

Internet-Style Forward

Forwards the text of the original message marked with the left-margin character (> is the default)


Mail, continued… Managing Mail

Sort Mail by Subject: In Mail view, click the Subject header.

Reset the sorting of Mail by Subject: Click the Subject header again.

Color-code e-mails by Sender

Use this function to assign a unique background and text colors to important Senders to make spotting their e-mails in your Inbox easier. 1. On the Action bar under Preferences, click the Attention

Indicators tab. 2. Input one or more Sender’s names. 3. Assign a unique background and text colors from the drop-

down palette menus.

4. Select desired options in the Recipient Indicators section. 5. Click OK.

Flagging Messages for Follow Up

Flag a message for follow up 1. In Mail view, select the message you want to flag for follow up.

2. On the Action bar, click and choose Add or Edit Flag to reveal the Follow Up dialogue box.

3. Under Importance of this Follow Up action, specify the priority as urgent, normal, or low.

4. In the When to Follow Up field, input the date and time for follow up. NOTE: To be reminded to complete the follow up, select Set an

alarm on this message; then specify options for the alarm.

5. Click OK. Result: A flag icon appears next to the message in the Inbox and

the document appears in the MiniView.

Quick Flag a message: Select the desired message, click and choose Quick Flag. Remove a follow-up flag 1. Select the flagged message. 2. On the Action bar, click

and choose Remove Flag.

Change the Quick Flag defaults 1. On the Action bar, click and choose Preferences to

reveal the Preferences dialogue box. 2. Click the Follow Up tab. 3. Set your default Quick Flag importance and follow-up

date, time, and alarm. 4. Click OK.

Managing Mail

Delete a message: Select the desired message(s) and click

on the Action bar (or press DELETE).

Restore a message

1. In the Navigator, click .

2. Select the desired message(s) and click . Result: Message relocates from Inbox to Trash.

IMPORTANT:

Clicking constitutes a “soft” delete. Therefore, messages remain in the Trash for the default maximum of 12 hours. After that, they are gone forever.

Clicking or deletes messages immediately and permanently.


Calendar Calendar Icons

Meeting

Appointment

Reminder

Incomplete task

Completed task

All Day Event

High priority

Anniversary

Filtering Calendar Views Filter your Calendar views Use this function to display or search for Calendar entries

by category.

On the Action bar, click and choose one of the following:

Category Description

Chair Filters by the Chair’s entire name or allows for partial matches

Type Filters by Entry type (e.g., Meeting or Appointment)

Status Filters by Status type (i.e., Accepted, Tentatively Accepted, or Draft)

Private Filters private Calendar entries

NOTE: If a dialogue box opens, refine your filter selection

and click OK. Remove the filter: Click .

Responding to Meetings

On the Action Bar, choose one of the following responses:

Responses other than “Accept” or “Decline” are located under the Respond drop-down list.

Accept/Accept with Comments Performing either function marks the meeting time on

your Calendar with a red block that indicates (you are) “Already Scheduled.”

Tentatively Accept/Tentatively Accept with Comments Performing either function pencils in the invitation on

your Calendar but shows your schedule as available to others viewing the meeting time.

Delegate/Delegate with Comments If Delegate options do not display in the drop-down list,

the meeting chairperson has disabled delegation for this invitation.

Propose New Time/Propose New Time with Comments

If Propose New Time options do not display in the drop-down list, the meeting chairperson has disabled counter-proposals for this invitation.

Managing Meetings 1. In Calendar view, select the meeting entry.

2. On the Action bar, click and choose one of the following tasks:

To… Do this… Reschedule In the Reschedule Options dialogue box, input a new date and/or time and click OK. Cancel In the Cancel Options dialogue box, specify whether you want to delete the meeting plus all notices and

documents, or just the meeting. Then click OK. Confirm In the Confirm Meeting dialogue box, click OK to notify all invitees that the meeting is confirmed.

NOTE: When rescheduling, canceling, or confirming a meeting, you can also include comments to the invitees. 1. In the dialogue box, select Include additional comments on notice. 2. When prompted, input your comments and click OK.

View Invitee Status

View or print a list showing which invitees accepted or declined the meeting invitation. Then click Close.

When you attempt to delete an invitee response, a prompt appears confirming you want the deletion. IMPORTANT: Do not delete the meeting responses from invitees, which are updated in "View Invitee

Status." If a response is deleted, the view inaccurately shows "No response" for each invitee response deleted. File any responses in the Meeting Responses folder instead.


Calendar, continued… Setting Preferred Sites, Rooms and/or Resources

1. Click to choose Preferences. 2. In the Preferences dialogue box, click the Rooms &

Resources tab.

3. Click and choose the preferred site; then click OK.

4. In the Preferred Rooms dialogue box, click

. 5. In the left pane, choose your preferred room(s). Click

to complete the selection. 6. When finished, click OK twice to exit both the

Preferred Site and Preferences dialogue boxes. NOTE: These rooms and resources serve as the

preferred list thereafter until you revisit Preferences to change them.

Creating an Event Announcement Create an Event Announcement

Use this function to schedule meetings and send broadcast

e-mail invitations that invitees can add to their calendars

without having to respond.

1. On the Action bar, click and select Event

Announcement.

2. Input information about the event, and click Save

and Send Invitations.

NOTE: When invitees receive the announcement, they

can add the event to their calendars; but they

cannot respond to the invite.

ContactsManaging Contacts

Contacts replaces the Personal Address Book and is stored on your local hard drive.

The Company field replaces the Business field.

Open your Contacts: On the Home Page or Sidebar, click

. Create a new Contact

1. Do either of the following: On the Home Page, click , or In the Navigator, click My Contacts; then on the

Action bar, click .

2. Input the Contact information in the appropriate

fields. 3. Click Save & Close. Create a Contact from a received e-mail message

1. In Mail view, select the message that contains the Contact information you want to save.

2. On the Action bar, click and choose Add Sender to Contacts. Result: The Add Sender to Contacts dialogue box

opens.

3. On the Basics and Advanced tabs, verify that the person's name and e-mail address are filled in.

4. Click OK.

Edit a Contact 1. Select the Contact you want to edit.

2. On the Action bar, click . 3. Make your changes and click Save & Close.

Send a message to a Contact Group

1. Open Contacts; and in the Navigator, click Groups. 2. Select the Contact you want to send a message to.

3. On the Action bar, click . Result: the Group name appears in the To field of the

message window. 4. Compose the message and click Send.

Delete a Contact

1. Select the Contact.

2. On the Action bar, click (or press DELETE).

3. Switch to Trash view. On the Action bar, click or press DELETE.

4. Click Yes to delete the item(s) permanently. Categorize your Contacts by Category

1. Select the Contacts you want to add to a Category. 2. On the Action bar, click and select Categorize. 3. In the Categorize dialogue box, select the

appropriate categories, or input a new category in the Add Category box.

4. Click Add then OK. 5. Click By Category in the Navigator to display your

Contacts grouped by Category.

Shortcuts Navigating Notes Applications

Description Shortcut keys Help F1 Lock the user ID CTRL + F5 Refresh the window F9 Close the current Application ESC or CTRL + W Stop loading the window CTRL + BREAK View next open window tab CTRL + TAB Move to top/bottom of document CTRL + HOME / END Move to top/bottom of active page PAGE UP / PAGE DN Exit Notes CTRL + F5 or ALT + F4

Mail and Documents Description Shortcut keys Move to next unread document F4 Move to previous unread document SHIFT + F4 Delete selected item(s) permanently SHIFT + DEL Move to next pane or frame F6 Add/remove indent in entire paragraph F8 / SHIFT + F8 Create a Mail message CTRL + M Open the Find dialogue box CTRL + W